SCOPE CREEPCauses and Management

Aka death by a thousand cuts – In project management Scope Creep refers to gradual unchecked changes in a project's scope.These unfunded items can result in project cost overruns and schedule delays.

Not all scope change is bad Reduce costs Save time Enhance payback Adaptability for the future

Don’t discourage ideasStay focused on project success

criteria

Purpose/Objective isn’t clearly defined

Inadequate stakeholder involvementTerms aren’t clearly definedProject/Changes/Discussions aren’t

fully documented and/or communicated

The Project Manager doesn’t have control

Identification of all the key players Manufacturing/marketing/quality

control/distribution/R&D/regulatory compliance/management/major suppliers

Group Input vs. Group Decision Making

Define responsibilities and hand-off’s•Confidentiality vs. full disclosure

Small organizations May have limited experience

Large organizations Greater likelihood of communication

breakdowns between stakeholders/departments

Mid-size organizations Most likely to have good balance of

experience and communication flow

A conversation

Integrated

Solution

Awareness of the project sanctioner’s expectations

Asking the right questions from prior experience

Established project delivery processes

That sixth sense or inner voiceEstablished relationships

Vendors, Engineers, Contractors

The seemingly endless list of stakeholders

Regulatory requirementsDistribution ChannelsQuality ControlDefinitionsRisks of gaps in communication

Poor definition of initial conceptUnrealistic expectationsStrategy Changes

ExperienceCommunication Identify stakeholdersDefinition and documentationProject delivery processesKnowledge of the planning processStay focused on Critical Success

Factors

Project TeamObjectivesCommunicationsPlanning ToolsBusiness ProposalFormal Approval ProcessProject Manager

Choose your project team carefully Ensure all stakeholders are involved from

the beginning Ensure decision making processes are

clearly understood Define the “chains of communication” and

“custody of documentation”….who keeps the master file?

Adding team members later in the process guarantees scope creep

Set clear and detailed objectivesEstablish metrics for each objectiveEnsure objectives are understood by

all team membersDefine a method to accept changes

in objectives mid-stream

Meeting arrangements ikordo.com, seatmeeting.com,

tokbox.com – 6 people webcamProject management

Microsoft Project, basecamphg.com,intranets.com, goplan.info

Web based collaborations Google groups, pbwiki.com,

writeboard.com

Proposals should include justification for the project a request for project funding timelines

Ensure all key team members participate in a formal approval process

Strategies for communication should be defined (Sales Orders, bid versions)

Frequency and level of contact should be established at the beginning

Good communication and documentation can prevent ‘Sticker Shock’ at the end of a project

Ensure there is a single project manager with overall decision making responsibility

It’s not a bad idea to have a “shadow” to the project manager so the next project manager can be developed

One of the project manager’s most important functions is to decide which additional scope items are truly critical to achieve the project objectives

Variable is peopleReduce the risks

Use proven strategies and experienced people

Manage when it happens Have a problem solver lead the

projectFind other ways to get the job done

Have a backup plan and be prepared to call an “Audible”

Do I have all the detailed information I need in order to succeed?

Have the terms been properly defined?

Do I have the right people in place?Are my outside resources fully

informed of their role?

Is the schedule realistic? Is this project properly funded?Do I have the authority to make

quick decisions and remain on track?Do I have a backup plan for every

step in the project?

You can count on Scope Creep!